Jun 8, 2025

Attendees

• Debra Rolfe
• Jordan Dawe
• Terry Brown

• Claire Wood

Agenda

1. Review May meeting minutes - any remaining action items?

2. Steps needed to release RFP

   • Any questions / everyone approve? No questions, all approve 

   • Insurance requirements - any LS arch would carry $1M general liability no errors and omissions (E and I usually related to doing drawings for someone else’s work, ls archs would have). 

     • TODO: Claire to check in with insurance broker, Debra to check in with lawyer

   • Firms to release RFP to

     • TODO: Debra to put together a Google doc and Claire and Debra to add firms + call to check interest 

   • Confirm release date

     • Aim for June 22 release

   • Confirm close date

     • Aim to close July 17

   • Other things to do before the releasing the RFP. TO DO: Claire to clean up RFP

     • Add in drawings: one plan we have is good enough for the scope of work doc in the RFP

       • TODO: Claire has sent a contact the board to instruct Coho to ask for drawings from city (must be the registered property owner, property manager or a strata). Debra / Terry to follow up with board. If the city does not have usable docs, we could follow up with GBL and that option might be like $20k. 

     • Tentative budget - use the whole allocated budget, and figure out the rest in the AMP (extend scope to selected LS arch and include in courtyard budget / project) $217,011 from Reanne

   • Any questions from Terry on process for managing RFP? (thank you, Terry!)

     • When you release an RFP to a bunch of people, they all have to have the same information to make a fair bid. So they will send you questions, and then once a week (or so) send out Q&A (anonymized).

3. Owner’s rep for the project

   • Discuss later - see previous meeting minutes for more info 

   • Develop into a ‘job description’ - possibility of honoraria? Depending on how much, how much work

4. Posting meeting minutes and other updates on Igloo

   • Let’s create a summary update document

   • Let’s edit where the current link goes so that we can link to that summary update document and keep the current outdated workplan on file

   • TODO: Jordan to update